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Student Record Policy Primary Records Custodians

Policy
Purpose: 

Define the primary records custodians and their locations for student records at the University of Kansas.

Applies to: 

Student records at the University of Kansas, both Lawrence/Edwards and Medical Center campuses.

Campus: 
Lawrence
Edwards
Contents: 

Lawrence Campus

University of Kansas Medical Center

Policy Statement: 

Lawrence Campus

Academic Achievement & Access Center
Director
22 Strong Hall, 785/864-4064

Nature of Records: Individual student records include personal and interdepartmental correspondence with or on behalf of a student. (Exceptions:A,B,C,D)

Admissions & Scholarships, Office of
Director
KU Visitor Center, 1502 Iowa St., 785/864-3911

Nature of Records: The official undergraduate applications for admission and readmission and new student merit scholarships are maintained in this office.

Alumni Association
Executive Director
Adams Alumni Center 1266 Oread, 785/864-4760

Nature of Records: For currently enrolled students, files contain student’s address, parent’s(s’) name(s) and address(es), name(s) of relative(s) who have attended KU, high school(s) attended, school(s) of enrollment, and student number(s).

Counseling and Psychological Services
Director
Watkins Health Center, 785/864-CAPS

Nature of Records: Psychological records are maintained in connection with the counseling services at the center. Individual counseling records include information provided by clients as part of their counseling contacts with the center, records of psychological testing completed as part of counseling, and counselor summary notes of clients contact (counseling, testing) with the center. The center also maintains separate educational testing records of admission and placement testing that have been requested by students. (Exceptions:  C)

Continuing Education
Dean
1515 St. Andrews Dr., 785/864-4790

Nature of Records: Grades and registration materials related to student enrollment in KU Continuing Education classes are maintained. Files are kept only if a student has enrolled in a class in this division. (Exceptions: A,B)

Department of Student Housing
Director
422 West 11th Street, Suite DSH (Corbin Hall), 785/864-4560

Nature of Records: All individual housing contracts, room preference cards, correspondence for both scholarship and residence halls, and any materials related to the contracting process are maintained in the Corbin office. Correspondence relating to conduct in residence and scholarship halls, Jayhawker Towers or Stouffer Place are also maintained. (Exceptions: A,B,C,D)

Human Resources/Equal Opportunity
Director
109 Carruth-O'Leary Hall, 785/864-4946

Nature of Records: Human Resources serves as official custodian for information located in the University's Payroll Office on student employees as such information pertains to the positions held. Additional employment records may also be maintained by the office in which the student is employed. (Exception: F)

International Student and Scholar Services
Director
2 Strong Hall, 785/864-3617

Nature of Records: For international students on both F-1 and J-1 visas, and international scholars who are participating in international educational and cultural exchanges on J-1 visas. Records include copies of official documents used to obtain visas, work authorizations and extensions of stay, letters of certification and personal information including that provided by students upon arrival at KU, and the official international application and supporting documents for admission and readmission. (Exceptions: A,B,D)

KU Recreation Services
1740 Watkins Center Drive, 785/864-3546
Director

Nature of Records: For all intramural, fitness and sport club activities this office maintains membership rosters of participants and managers, accident/injury/ incident reports, if any.

Parking Department
Director
Parking Facility, 785/864-PARK

Nature of Records: Records pertain to purchase of parking permits, record of tickets received (fines), and vehicle description and license plate number of vehicles for which a parking permit has been purchased.

Student Account Services
General Accounting
20 Carruth-O'Leary Hall, 785/864-3322 

Nature of Records: Information is maintained on the payment of tuition and related fees, University charges or fines (except parking). Individual student files are not maintained except for specific records regarding financial accounts.

Student Financial Aid, Office of
Director
50 Strong Hall, 785/864-4700

Nature of Records: For students who have applied for financial aid, records generally include application information, correspondence and other supporting documents. A record system is maintained that contains information pertinent to each student who has applied for or received any federal, state, or non-University aid. (Exceptions: A,B,D,E)

Student Involvement and Leadership Center
Director
400 Kansas Union, 785/864-4861

Nature of Records: Lists of officers and advisors of registered student organizations, including addresses and telephone numbers are maintained by this office. Campus and community organizations registered with the University also have officer lists kept on file for the current year. (Exceptions: B, D)

University Registrar, Office of the
University Registrar

121 Strong Hall, 785/864-4422
Nature of Records: The official academic record, including biographical and demographical information, is maintained in this office.

Vice Provost for Student Success, Office of the
Vice Provost
133 Strong Hall, 785/864-4060

Nature of Records: Individual student records include (1) conduct letters generated by this office or by representatives of the University community, (2) letters of reference written by the staff of the office at the student's request. (Exceptions: A,B,C,D)

Watkins Health Services
Director
Watkins Health Center, 785/864-9500

Nature of Records: Medical records are maintained for all students including health information provided by the student as part of the health center admissions process and information regarding any subsequent contact (examination, treatment) a student has at the health center. All medical records are confidential. (Exception: C)

ACADEMIC RECORDS
Dean of Designated School or College

Nature of Records in Academic Offices: Grades and information pertaining to enrollment and academic performance at KU are maintained. Files also contain academic transcripts, test scores and other information provided by the student as part of the enrollment process. Students should be aware that some records may be maintained in an individual department of a school of enrollment. (Exceptions:A,B,D)

School of Architecture and Urban Design
206 Marvin Hall (Undergraduate), 785/864-4281
206 Marvin Hall (Graduate), 785/864-4281

School of Business
206 Summerfield Hall (Undergraduate), 785/864-7500
206 Summerfield Hall (Graduate), 785/864-7500

School of Education
210 Joseph R. Pearson Hall, 785/864-4510
(Undergraduate and Graduate)

School of Engineering
4010 Learned Hall, 785/864-3881
(Undergraduate and Graduate)

School of Journalism and Mass Communications
201 Stauffer-Flint Hall, 785/864-4755
(Undergraduate and Graduate)

School of Law
202 Green Hall, 785/864-4550

College of Liberal Arts and Sciences
College of Liberal Arts and Sciences – School of the Arts

109 Strong Hall (Undergraduate), 785/864-3500
102 Strong Hall (Graduate), 785/864-4898

School of Music

300 Art & Design (Undergraduate), 785/864-4401
446 Murphy Hall (Graduate) 785/864-3421

School of Pharmacy
2056 Malott Hall (Undergraduate), 785/864-3591
2056 Malott Hall (Graduate), 785/864-3644

School of Social Welfare
105 Twente Hall, 785/864-4720 (Undergraduate and Doctoral Program)
108 Twente Hall (Graduate), 785/864-4720

CAREER and/or EMPLOYMENT SERVICES OFFICES
Director of Designated Office

Nature of Records in Career Offices: Records generally consist of the employment related information as supplied by the student (background educational qualifications, etc.) and other information requested by employers in connection with employment. Some offices maintain letters of reference as supplied by individuals at the request of the student. (Exceptions: A,B)

University Career Center
110 Burge Union, 785/864-3624

School of Architecture and Urban Design
206 Marvin Hall, 785/864-4281

School of Business
125 Summerfield Hall, 785/864-5591

School of Engineering
4010 Learned Hall, 785/864-3891

School of Journalism & Mass Communications
210 Stauffer-Flint Hall, 785/864-4755

School of Law
204 Green Hall, 785/864-4377

University of Kansas Medical Center

Human Resources
Director
1024 Murphy, 913/588-5080

Nature of Records: Human resources will maintain information on student employees as such information pertains to the positions held. Additional employment records may also be maintained by the office in which the student is employed. (Exception: F)

International Programs
Associate Director 4003 Student Center, 913/588-1485

Nature of Records: Immigration records. (Exceptions: A,B,D)

Office of Compliance
ADA/504 Coordinator
1040 Wescoe, 913/588-1206

Nature of Records: Student and resident disability accommodation requests, documentation of disability, faculty letters/correspondence regarding accommodations and related materials. (Exceptions: A,B,C,D)

Office of Student Engagement
Director
G005 Orr-Major, 913/588-6681

Nature of Records: Lists of officers and advisors for all registered student and campus organizations, including local addresses, telephone numbers and email addresses are maintained by this office. (Exceptions: B,D)

Office of the Registrar
Registrar
3015 Student Center, 913/588-7055

Nature of Records: Application for admission and readmission as well as the official academic record, including biographical and demographical information, is maintained in this office.

Parking Department
Office Specialist
2100 W. 36th Ave, 913/588-5175

Nature of Records: Parking fines

Student Counseling & Educational Support Services
Director
G116 Student Center, 913/588-6580

Nature of Records: Clinical, evaluation and testing, demographic and psychological information and health insurance information documentation. (Exception: C)

Student Financial Accounting
Director
2100 W. 36th Ave, 913/588-2590

Nature of Records: fee payments by students, third parties, student financial aid, and waivers; fee payments by house staff; financial aid disbursed; correspondence with students and collection agencies to collect unpaid fee accounts.

Student Financial Aid
Director
4008 Student Center, 913/588-5170

Nature of Records: Records pertain to students who have applied for financial aid. Documentation on file may include application forms, correspondence, and financial information. (Exceptions: A,B,D,E )

Student Health Insurance
Director
G116 Student Center, 913/588-6580

Nature of Records: Health insurance enrollment status, termination and payment information.

Student Health Services
Director
1012 Student Center, 913/588-1941

Nature of Records: Clinical/medical records, proof of health insurance information and immunization records. (Exception: C)

ACADEMIC RECORDS
Dean of Designated School

Alumni and Community Relations
Director
1028 Murphy, 913/588-1255

Nature of Records: For currently enrolled students, files containing student’s address, parent’s name(s) and address(es), name(s) of relative(s) who have attended KU, high school(s), school(s) of enrollment, and student numbers.

Continuing Education
Associate Dean
2003 Student Center, 913/588-4488

Nature of Records: Registration materials and records are maintained on individuals who receive professional credit from our accredited continuing education programs including continuing medical education credits and continuing nursing education credits. Records are maintained on file for at least seven years. (Exceptions: A, B)

Kirmayer Fitness Center
Director
Kirmayer Fitness Ctr, 913/588-1532

Nature of Records: A database of all student members, fitness/recreation program participation forms, and records of all equipment repairs, injury reports, daily usage, and facility incident reports.

Office of Graduate Studies
5015 Wescoe Pavillion, 913/588-1258

School of Allied Health
G040 School of Nursing Bldg, 913/588-5235

School of Medicine
3040 Murphy, 913/588-7055

School of Nursing
G040 School of Nursing Bldg, 913/588-1619

Exclusions or Special Circumstances: 

Exception Codes

A

Confidential letters and statements of recommendation submitted prior to January 1, 1975, and are used only for the purpose intended, are not open to student review.

B

Confidential recommendations for admission, employment, or honors are not open to student access if the student has waived right to access.

C

Medical and psychological records are unavailable for student access, but the records must be available to appropriate professional personnel selected by the student. Psychiatric records in the Counseling and Psychological Services are separate from the medical records at Watkins Health Center. Psychological records maintained at the Counseling Center are similarly confidential.

D

Personal records of faculty or administrators, if not revealed in written form to anyone except a substitute, are not open to student access.

E

Financial records of students' parent(s) submitted as part of the financial aid process are not open to student access.

F

Personnel (employment) records of a student are open to the student only if the student is currently enrolled. Such records are not kept permanently.

Contact: 

Cindy Sanders, Ph.D.
University Registrar
Phone: 785-864-4515
E-mail: cindysanders@ku.edu

Approved by: 
Cindy Derritt, Ph.D., University Registrar
Approved on: 
Wednesday, January 20, 2010
Effective on: 
Monday, March 1, 2010
Review Cycle: 
Annual (As Needed)
Keywords: 
Student Records
Review, Approval & Change History: 

05/11/2017: Updated contact information. 

07/11/2016: Updated to remove gendered pronouns.

03/23/2015: Updated the title of the unit to Student Account Services.

10/27/2014: Updated the title of the unit to Watkins Health Services.

01/20/2010 major revisions in formatting and content to comply with FERPA amendments, implementation of Alcohol Notification Policy and relocation to Policy Library.

05/26/2004 Contact information updated in "Primary Records Custodians and Locations on Lawrence Campus" section.

07/28/2004 Contact information updated in "Primary Records Custodians and Locations on Lawrence Campus" section.

11/29/2005 Contact information updated in "Primary Records Custodians and Locations on Lawrence Campus" section.

Information Access & Technology Categories: 
Information Access
Privacy & Security

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